NFPA 96 Proof Packs and Rebooks That Never Slip

No, and that's the point. No per-technician pricing, no GPS tracking, no payroll. HoodTrace runs the compliance cycle end to end: prove the cleaning (certificates + photo evidence), run the night (the Tonight board with crew logins and site access), and capture the next job (sticker-date rebooking + the win-back radar). If you need full FSM, suites like ServiceTrade exist at per-tech pricing.

Certificates carry what NFPA 96's report rules call for: system identification, scope, inaccessible areas, accessible areas not cleaned, duct access panel locations, duct leakage, leaking access panels, your company name, address, and phone, the technician, the date, and a recorded certification signature. HoodTrace prints the NFPA 96 compliance statement only when that record is complete; anything less is issued as a factual service record. Requirements vary by jurisdiction, so what you present is always a consistent, defensible record.

No. NFPA 96 requires a physical label on the hood after each cleaning, recording the date, who performed the work, and your company's name, address, and phone. HoodTrace records those same facts digitally, prints QR stickers that open the hood's live service record, and rebooks from the sticker date, but your crew still applies the required service label on site. HoodTrace complements the label; it does not replace it.

Yes, by email. Every certificate can be emailed to up to 5 recipients with a link that stays live for 12 months: the restaurant, the insurer, the AHJ. Save those addresses once per customer and turn on auto-send, and the certificate email goes out on its own the moment the job is logged (paid plans). HoodTrace is not a filing integration: where your jurisdiction collects reports through a portal like The Compliance Engine, you submit there yourself under your own account, with the print-ready certificate as the record of the work, and any per-report fee stays between you and your jurisdiction. Requirements vary, so check what your marshal accepts before you rely on email alone.

Yes. Turn on customer reminders for a restaurant and HoodTrace emails their contact once a week while a system is overdue or coming due, under your company name, with replies going straight to you. Mark the system booked and the reminders stop. Runs on paid plans, and every reminder carries a working unsubscribe link.

Tokened pages only: no logins, no accounts, nothing to set up. Your customer gets a quote they can approve from their phone and an invoice they can read; the fire marshal scans the QR sticker on the hood and sees that hood's live service record, with the schedule, certificates, and findings. Quote, invoice, and packet links run for 90 days; hood record links stay live for 12 months and reprint at every service.

Same workflow, no leaks. Stickers fade and spreadsheets go stale; HoodTrace computes every next-due date from the actual job record and shows you one board of everything coming due, with the paperwork already attached.

No, and that's a feature. You keep your rates, your checks, and your processor; HoodTrace mints the paper, tracks the aging, and sends the reminders. Every open invoice sits on the money board in four aging buckets, past-due reminders go out in one tap, and a QuickBooks-ready CSV export keeps your books in step. Marking an invoice paid is your record, not a transaction, so nothing stands between you and your money and no fees come off the top.

$99/month flat (or $990/year, two months free) for your whole company. Customers, hoods, jobs, certificates, and technician logins stay unlimited. Monthly and trial accounts include 5 GB of photo evidence pooled per account; annual includes 15 GB. You get early warnings as the pool fills; at 100% captures enter a 10% grace buffer, with room reserved for one maximum-size photo so admission can stop just below the displayed 110% ceiling. Existing evidence is never auto-deleted or locked. If your archive outgrows the pool, the optional stackable Evidence Vault adds 100 GB for $12/month or $120/year (two months free), with hoodtrace@bigspawn.com as a fallback if you need help. 14-day free trial, no card required.

Yes, your customers, systems, job history, and certificates are exportable. It's your service record, not ours.

The trial is 14 days with full access and no card required. When it ends, editing pauses but every customer, hood system, job, and certificate is kept. Subscribe and you pick up exactly where you left off.